Contracts Manager

Job Description

Job Description

Reports To : Chief Financial Officer

Employee Status : Full Time, Exempt 

Location: New York, NY (CAI has a hybrid work schedule of working 2 days in the office and 3 days remote.) 

General Statement of Responsibilities:

CAI is a national nonprofit organization that provides training, technical assistance, and other support to health care and social services agencies. At any given time, CAI manages 40 contracts or grants from federal, state, and local governmental entities as well as from private philanthropies. The Contracts Manager supports the Finance Department in managing a subset of those grants. For selected CAI projects, they are responsible for: providing contracts and grants management activities and maintaining internal communications with the CFO and other members of the Finance Department as well as project staff. This requires an accounting background with knowledge of the OMB Circular 2 CFR as well as strong technical skills utilizing Microsoft Excel and software accounting systems (Intacct preferred). 

Major Tasks and Responsibilities (include, but are not limited to):

• Communicate all relevant activities to CAI’s CFO and as necessary, other members of the CAI Finance Department (i.e., Contracts Managers, Accounts Payable Manager, etc.) 
• Maintain thorough and accurate records and files; provide internal and external correspondence as requested by the CFO. 
• Provide grants and contracts management. 
  • Maintenance and analysis of contracts documentation. 
  • Grants and project accounting analysis. 
  • Reconciliations of project expenses to budget. 
  • Vouchering of expenses for various government grants/contracts. 
  • Assist in the creation of project budgets and budget modifications in collaboration and communication with Project Directors and Managers. 
  • Communicate with funders as directed and authorized. 
  • Open and maintain “projects” in Sage Intacct (CAI’s accounting system)
• Auditing

• Prepare all required documentation for the funder audit. 
• Assist with the organization's annual audit 
• Monitor sub- recipient/Contractor funds and, if necessary, conduct an audit. 

• As necessary or requested, develop, and utilize complex spreadsheets (i.e., Excel) for accurate tracking and reporting. 
• Other duties as necessary/assigned.

Qualifications:

• Bachelor’s degree in accounting or finance. 
• Minimum three years of financial management experience, preferably in grant accounting. 
• Knowledge of the OMB Circular 2CFR. 
• Strong understanding of non-profit organization fiscal management and policies.
• Knowledge of fund accounting and spreadsheets/financial tracking and reporting. 
• Must be able to establish and maintain fiscal procedures and processes and effectively communicate to finance and other staff.
• Must have sound accounting training and knowledge.
• Advanced computer skills in a Microsoft Windows environment. Must include proficiency in Excel and excellent database management and record-keeping skills and experiences. 
• Knowledge of various computerized software accounting systems (Intacct preferred). 
• Ability to work with a minimum of supervision. 
• Ability to work well under pressure and to work within short deadlines. 
• Evidence of the practice of a high level of confidentiality. 
• Excellent organizational and multitasking skills, with a strong work ethic and emphasis on attention to details. 
• Work independently while understanding the necessity for communicating and coordinating work efforts with other employees and organizations. 
• Excellent interpersonal and communications skills.

Physical Demands:

These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the Contracts Manager’s job. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the Contracts Manager’s job.

While performing the Contracts Manager’s responsibilities, the employee is required to talk and hear. This position requires the employee to be on-site at a CAI office. The employee is often required to sit and work at a desk for prolonged periods of time and use their hands and fingers to handle or feel. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and stoop, kneel, crouch, or crawl. Must be able to lift up to 15 pounds at times. Vision abilities required by this job include close vision. 

This job description is intended to convey information essential to understanding the scope of the Contracts Manager’s position and it is not intended to be an exhaustive list of skills, efforts, duties, responsibilities or working conditions associated with the position. Duties, responsibilities, and activities may change at any time with or without notice.

COMPENSATION:

The salary range for this position is $95,000 - $110,000, depending on experience. 

CAI offers the following benefits:

• Medical, dental, and vision insurance
• Employee Assistance Program 
• Flexible Spending Account
• Dependent Care Account
• Transit Reimbursement Account
• Life insurance - company sponsored up to $50,000
• Short- and long-term disability insurance
• Retirement plan after 3 months of employment
• Semi-monthly payroll (the 15th and last day of each month)
• Flexible and hybrid work schedules
• Ability to work fully remotely up to 3 weeks each calendar year
• Annual vacation and leave benefits:
  • 11 holidays
  • 2 floating holidays
  • 12 sick days
  • 15 vacation days per year for this role, increasing after 4 years of service
  • 1 cancer screening day
  • Bereavement leave
  • Jury duty leave

CAI is an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.